1220.025.00  INDIVIDUAL AUTHORIZATION PROCESS

(CD15-06, OEC15-02 dated January 23, 2015), CD12-14, OEC12-03 January 31, 2012

In order to authorize a child to a provider, verification of the number hours and number of days per week of client participation in an eligible need component must be verified. If the parent is participating in an eligible need component at the time of application, authorize child care services beginning with the date of application.  If the parent becomes engaged in an eligible need component after the date of application, begin child care services with the participation start date. If the need for child care is the special need of the child or incapacitation of the parent, begin the authorization on the date of application.

NOTE:  If child care services would otherwise be lost, child care may be provided for up to 2 weeks prior to the begin date of scheduled employment, education, or training.  Care may also be provided during a break in employment, education, or training, not to exceed 30 days, if it is known that the participant will be returning to his/her activity.  In these situations, child care is conditional on the child continuing to attend care.  Otherwise, the five (5) day absence policy applies.

Children should be authorized for the amount of care based on the parent’s verified schedule and the child’s need for care.  Travel time between the child care facility and the parent’s activity/need for care and the child’s school schedule should also be taken into consideration when determining the child’s authorization level.  See 1220.025.15 TRAVEL TIME.

EXAMPLE:  Mr. Taylor works from 7:00 am to 4:00 pm Monday through Friday.  His son, Josh, is six (6) years old and attends kindergarten from 8:30 am to 3:00 pm Monday through Friday.  Mr. Taylor drops Josh off at the child care facility at 6:30 am.  The school bus picks Josh up at 8:00 am and drops him back off at the child care facility at 3:30 pm.  Mr. Taylor picks Josh up from the child care facility at 4:30 pm.

As Josh attends school full time, he needs care from 6:30 am to 8:00 am and from 3:30 pm to 4:30 pm each weekday.  As Josh is in care for a total of two and a half (2 1/2) hours during the day, five (5) days per week, he should be authorized for up to 23 part time day units of care and up to five (5) full time day units of care for days in which school is not in session.  As only 25 total daytime units of care can be authorized, the authorization should be entered for 23 part time day units and 3 full time day units per month.

For self employed households, determine the authorization level based on the number of hours the parent(s) state they work.  The child/ren's school schedule, as well as travel time between the child care facility and the parent’s activity/need for care  should be taken into consideration when determining the authorization level.

NOTE:  A comment is required on the CCAUTH (FM3O) screen that describes how the number and type of units of care were determined for the authorization period.  This comment should include the parent’s schedule and how it was verified, as well as the child’s school schedule, if applicable.

When there is a change in child care provider, staff must close the authorization to the previous provider and open the authorization to the new provider.

1220.025.05  AUTHORIZATION LIMITS

(CD15-06, OEC15-02 dated January 23, 2015), CD12-14, OEC12-03 January 31, 2012

Staff can authorize up to 25 daytime units or 25 evening/weekend units of care, as needed based on the parent and child’s schedules.  If the schedules indicate more than 25 units of care are needed per month, a comment must be entered on the Child Care Authorization (CCAUTH – FM3O) screen indicating how many and what type of units the child is eligible for, based on verified schedules.

Two Parent Households:  If both parents are engaged in eligible need component, the child’s authorization should be based on the schedule of the parent who is absent from the home for the shortest period of time, as well as the child’s school schedule, if applicable.  Care should be authorized for the times in which both parents are engaged in an eligible need component, and the child is not in school.

EXAMPLE:  Mrs. Smith works from 8:00 am to 4:30 pm Monday through Friday.  Mr. Smith attends an approved training program on Monday, Wednesday and Friday from 2:00 to 6:00 pm.  Their daughter, Mary, is one (1) year old.  Mr. Smith drops Mary off at the child care facility at 1:30 pm and Mrs. Smith picks Mary up after work at 5:00 pm on Monday, Wednesday and Friday.  Based on Mr. and Mrs. Smith’s work and training schedules, Mary has a need for care from 1:30 pm – 5:00 pm three (3) days per week.  As Mary is in care for three and one half (3 ½) hours per day, three (3) days per week, she should be authorized for 13 half time daytime units of care per month (3 days X 4.333 rounds to 13 days).

School Age Children:  Eligibility Specialists cannot enter more than five (5) full time daytime units of care for the months of September through April for children seven (7) years of age or older.  Supervisors have the ability to authorize a child age seven (7) years of age and older for more than five (5) full time day units per month for the months of September through April. Supervisors and Eligibility Specialists are expected to review the parent and child’s schedules and verify the child is in need of more than five (5) full time day units of care per month prior to the Supervisor entering the child's authorization in FAMIS.

A comment is required on the CCAUTH (FM3O) screen that describes how the number and type of units of care were determined for the authorization period.  This comment should include the parent’s schedule and how it was verified, as well as the child’s school schedule, if applicable.  For school age children authorized for more than five (5) full time daytime units per month, this comment should also specify the reason the child is not in school full time and how this was verified.

1220.025.05.05  IN-HOME CARE

CD13-68/OEC13-11 July 30, 2013

In-home care is child care provided in the child's home for only the child(ren) who live in the household. In-home care is limited to registered family home providers. Registered family home providers cannot serve other subsidy children in the same household they are providing in-home care. When authorizing child care, staff should only select the in-home indicator when care is being provided in the child's home.

1220.025.10  SLEEP TIME

CD12-14, OEC12-03 January 31, 2012

Child care may be authorized for sleep time if the household works any part of a shift that is between 10:00 p.m. and 6:00 a.m. Allowing sleep time will assist in providing a safe environment for children and will assist families in maintaining employment.  The following should be taken into consideration when authorizing sleep time:

  1. Care can be authorized only on days that follow an over-night work schedule.
  2. Care cannot be authorized during the hours the child is in school or is home schooled.
  3. Care cannot be authorized for a two-parent household when the other parent is available to care for the child.

If a parent requests care for sleep time but does not request care to work, the Eligibility Specialist must determine if the second parent is in the home and provides care during work hours.

Households where both parents work outside the home at different times are required to arrange their schedules, including sleep time, in a manner that maximizes each parent's availability to provide care.

The Eligibility Specialist should negotiate with the parent the authorization level for sleep time.  Child care for sleep time is limited to eight (8) hours per day. The total maximum hours of child care for both employment and sleep time cannot exceed the maximum allowed units of care.  The Eligibility Specialist should review the hours of care allowed as the household schedule changes.

1220.025.15  TRAVEL TIME

CD12-14, OEC12-03 January 31, 2012

In determining the number of hours to authorize child care per day, travel time can be allowed while the parent travels from the child care provider to work, job training or other activity and from work, job training or other activity to the child care provider.  Authorize travel based on reasonable need taking into consideration distance, mode of travel and time of day travel occurs. Travel time is not allowed from home to the provider or from the provider to home. If the parent works or goes to school at the same location where the child care is provided, travel time is not allowed.  A maximum of one hour each way can be allowed for travel time.

1220.025.20  CHILD TO PROVIDER RELATIONSHIP

CD16-15/OEC16-01 – March 1, 2016, CD15-14/OEC-5 March 16, 2015

Relationship between the child and the child care provider must be verified. Children related to the provider within the third degree are not considered when determining the number of children in care when a child care provider is not licensed with the Department of Health and Senior Services (DHSS), Section for Child Care Regulation (SCCR). Relationships within the third degree include siblings (if not residing in the same home), nephews (not great), nieces (not great), grandchildren and great grandchildren.

The Child to Provider Relation form (CD-206) must be completed to verify relationship. The CD-206 must be signed by the parent and the child care provider(s).  The CD-206 must be kept with the official case record of the household. The parent and/or child care provider will be held accountable for completing the form correctly and will be required to provide verification of relationship (birth certificates, marriage licenses, etc.) upon request.